Use Groups to Manage Your Assets

Asset groups let you organize your assets into groups you can use as filters throughout Helm CONNECT. This is especially helpful for larger fleets, where picking individual assets for every search or report quickly gets tedious. Once you group your assets, you can filter by that group almost anywhere an asset filter appears, from Advanced Search to your Maintenance and Compliance overviews.

You can also share a group with a whole division or with specific people, and control who is allowed to change it, so a team can manage its assets together. You create and manage groups on the Management > Assets > Asset Groups tab, and you can add or remove a single asset from its own Groups sub-tab.

Create an Asset Group

You can create asset groups on the Management > Assets > Asset Groups tab.

To create an asset group

1. Go to the Management > Assets > Asset Groups tab.
2. Click New Asset Group.
3. In the Name field, enter a name for the group.
4. From the Division list, select a division. The division determines which assets you can add to the group and which people you can share it with.
5. Click Save Changes. You don't need to add any assets to save the group.

Add or Remove Assets from a Group

You can add assets to a group two ways: several at once from the group itself, or one at a time from an individual asset.

To add several assets from the group

1. On the Management > Assets > Asset Groups tab, open the group you want to add assets to.
2. Click Add Asset. The Add Assets to Group window opens, listing every asset in the group's division and any child divisions.
3. (Optional) Narrow the list with the Asset Type, Asset Profile, and Exclusive Group filters, or search by name in the Find an asset box.
4. Select the checkbox beside each asset you want to add. To add every asset that matches your filters, select the checkbox in the column header.
5. Click Add To Group.

To add a single asset from the asset

1. Go to the Management > Assets > Assets tab, select the asset, and open the Groups sub-tab.
2. Under Add To Group, select a group from the Asset Group list.
3. Click Add To Group.

To remove an asset from a group, use the remove option in either location: the group's edit view or the asset's Groups sub-tab.

Understand Access Levels

Every asset group has an access level that controls what you can do with it. You can see your access level, and who owns each group, in the Access Level and Owner columns on the Management > Assets > Asset Groups tab.

• Owner: the person who created the group. An owner can add and remove assets, share the group, delete it, and filter by it.
• Edit: can add and remove assets and filter by the group, but can't share or delete it.
• Read Only: can filter by the group, and can remove themselves if the group was shared with them directly, but can't add or remove other assets, share, or delete it.

Share an Asset Group

You can share a group with a division or with specific people. Sharing with a division gives read-only access; sharing with a person lets you choose whether they can edit.

To share a group with a division

1. In the group's edit view, select the Share With Division checkbox. Everyone in that division, and in its parent and child divisions, gets read-only access. You can't give a division edit access.

To share a group with specific people

1. In the group's edit view, click in the Share With Users field, select an active person from the group's division or its parent or child divisions, and click Add Shared User.
2. In the Shared Users list, set that person's Can edit? to Yes for edit access or No for read-only access.

Make an Asset Group Exclusive

An asset can belong to many regular groups at once, but only one exclusive group at a time. Exclusive groups are useful when a group should represent who is currently responsible for an asset, since each asset can be in only one.

• Select the Exclusive checkbox when you create the group. You can only set this while creating a group; you can't switch an existing group to or from exclusive.
• When you select Exclusive, the group is automatically shared with your root division, and its Division, Share With Division, and Share With Users settings are locked.
• After you save, the Exclusive setting can't be changed.
• To move an asset from one exclusive group to another, use the Exclusive Group field in Advanced Search or on the asset's Groups sub-tab.

Filter by Asset Group

Once your groups are set up, you can filter by asset group in many places across Helm CONNECT, including Management > Assets, Advanced Search, your inspection, maintenance, inventory, requisition, and form templates, the Maintenance overviews and requisitions, the Compliance forms, documents, and corrective actions, your inventory parts and components, and the Personnel schedule and payroll asset filters.

You can also choose whether to include an asset's groups when you duplicate that asset.

Permissions

Access to asset groups is controlled by three permissions:

• Management > Assets > Asset Groups: access to the Asset Groups tab.
• Management > Assets > Assets > Asset Groups: access to the Groups sub-tab on an asset.
• Management > Settings > Manage Shared Asset Group: lets someone who isn't the owner fully edit an existing group they can see, from the Asset Groups tab. This is a useful fail-safe when a group's owner isn't available.